The Inventory Control section of Operation Services is responsible for recording and reporting acquisitions, placing decals on equipment, recording the internal movement of equipment, recording dispositions of equipment and verifying and preparing reports of periodic inventories.
The laws of the State of Georgia (Georgia Code Annotated 50-5-59; 50-16-160) requires DOAS to maintain an accurate central inventory of movable equipment owned by the State. Under these laws and the regulations of DOAS, the College is required to maintain a perpetual inventory of all moveable equipment.
The laws of the State of Georgia require that all property, inventoried, non inventoried, and supplies be disposed of through the Surplus Property system of the State.
The Board of Regents of the University System of Georgia states the following:
Unassigned property is an accumulated item that is excess to the needs of a Department/Unit. Inventory Control will screen these items to determine condition and disposition. Inventory Control will prepare the appropriate transfer documentation.
Due to the passing of Senate Bill 73, and effective as of July 1, 2003, institutions are required to track only those items with an estimated usable life expectancy of three years or more an item acquisition cost of $3,000 or more.
The Inventory Control section of Operation Services is responsible for maintaining a perpetual central inventory from information provided continually by the various Departments/Units and from annual inventories. Inventory Control records acquisitions, affixes decals to equipment, records dispositions of equipment, verifies and prepares reports of periodic inventories.
State Purchasing closely reviews all requests for trade-ins of equipment items against the purchase of similar equipment and will occasionally permit trade-ins if the item to be traded can not be transferred to another State agency or sold for more than the trade-in value. All trade-ins must go through Inventory Control and have the permission of DOAS to process.
All items meeting the following definition must be placed on Clayton State University's inventory records despite the source of receipt or funding.
To visit and purchase from one of the Surplus Property Warehouses, and individual must have a written pass which is only good for one specific day visit. The pass is issued by Inventory Control with the approval of DOAS and the Department/Unit head. The nearest Surplus Warehouse location is:
Each Dean, Director, Department Head or other Administrator responsible for property is accountable to the President for all property assigned to the respective Department/Unit. Each Dean, Director, Department Head may delegate basic inventory responsibility to a coordinator. The coordinator would be responsible for annual departmental inventories; surplus coordination with Inventory Control; and notification of acquisitions of equipment.
The Department/Unit head is responsible for conducting an annual inventory of inventoried equipment when requested by Inventory Control. Inventory Control will provide a listing of equipment charged to each Department/Unit. The list should be verified for accuracy and any discrepancies should be noted on the original equipment listing. The listing should be signed by the Department/Unit head and forwarded to Inventory Control who will perform an audit with the Department/Unit. After completing the reconciliation, Inventory Control will prepare an itemized inventory list showing the total dollar amount of the gain or loss in inventory. The Department/Unit head must immediately notify Inventory Control and Public Safety of any item stolen or damaged by malicious acts. If an item is not located during the annual inventory of the following year, Public Safety will be advised, and it will be removed from the inventory records.
A Department/Unit must notify Inventory Control of any transfer of equipment to another Department/Unit or movement to another building. This includes repairs or lending of items to Departments/Units in another building. Internal departmental records need to be maintained if a Department/Unit remains accountable for any inventoried items that are being moved to another room in the same building.
To document a transfer or movement, the Department/Unit must complete a Property Movement Report and submit it to Inventory Control. The Dept/Unit will coordinate with Plant Operations to arrange the transfer of items.
Any items of personal equipment used on campus in connection with an employee’s responsibilities will not be inventoried, tagged or insured. The responsibility for such equipment rests entirely with the owner. College insurance does not provide for personally owned equipment, nor provide transportation or repair items that are not owned by the College.
For inventoried equipment, the following information should be maintained:
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